Operations Manager 1, Humanities at Yale — New Haven, USA | Base Career

Overview

Dually reporting to the Lead Administrator for the FAS Divisions of Humanities, Social Sciences and Academic Services and the Operations Manager 2 for the Division of Humanities ensure that faculty, students and staff in FAS Humanities division receive high quality administrative support in a manner compliant with university policies and procedures, and marshal and leverage available resources (financial or otherwise) to help advance the departments' and university's mission. Enable faculty and program leadership to maximize their focus on program activities by managing and implementing assigned financial and/or administrative support services for multiple departments, assessing the operational challenges and opportunities, working to develop and implement solutions with others as appropriate and serving as a critical conduit for strengthening the interface between department needs/requirements and service provider activities. Will perform other duties as assigned and may be utilized in any department.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event, the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

Required Skills and Abilities

1. Well-developed decision-making, planning, organizational, problem-resolution and supervisory skills. Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed.

2. Ability to compile, analyze, and explain data accurately, and to analyze and resolve complex issues with judgment and tact. Demonstrated proficiency in Excel and experience with database management.

3. Excellent written and verbal communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the university.

4. Ability to anticipate changes in the business environment and proactively manage change. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.

5. Ability to be sensitive to cultural differences and ability to interact effectively with individuals from diverse cultural backgrounds. Ability to manage confidential matters and remain discreet in relations with staff and others.

Preferred Skills and Abilities

1. Experience with University financial and administrative systems (e.g., Workday) and knowledge of relevant processes and policies. 2. Proven experience in higher education administration, interacting with faculty, staff, and other departments.

Principal Responsibilities

1. Administrative Services Manager: Provides efficient and effective delivery and integration of all administrative services (academic, financial, research and/or clinical) for which (s)he is accountable. Serves as the unit's point of contact to/from service providers (e.g. Facilities, HR, IT, Procurement, Student Services and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues or concerns related to administrative and operational services to the LA. 2. Financial Analyst and Manager: Partners with the LA to build financial plans for the unit. Provides comprehensive financial information, analysis and reporting to monitor and evaluate the application of the unit’s financial resources, e.g. performance against budget. Recommends adjustments; takes action as appropriate. Oversees daily financial monitoring; authorizes transactions per policy. Provides support to unit's Dean/Director/Chair for financial inquiries. Identifies available financial resources (current/future); recommends how to deploy efficiently to support unit objectives. Prepares all funds budgets, including gathering historical information, providing analysis and quality control. Helps the unit, including faculty, research and analyze funding challenges and opportunities and presents possible options with LA. 3. Risk Manager: Implements and maintains strong internal controls in areas of assigned responsibility to provide reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Takes corrective action in order to protect Yale’s assets, resources, information and reputation. Identifies, communicates, and addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures and Yale requirements as they pertain to their scope of activity. Escalates issues to the LA as appropriate. 4. University Citizen: Connects the unit and University through communication, alignment of priorities, implementation of initiatives, and active engagement in University administrative priorities. Engages in initiatives generated by the LA and the University. Represents unit needs, challenges, and opportunities at the LA and/or University level. Creates opportunities to enhance the image and value of the unit. Shares knowledge and best practices with others. 5. Talent Manager and Developer: Utilizes effective practices for attracting, retaining, and developing high quality Business Office talent and other unit non-faculty personnel. Works with HR partners to participate in selection, performance management and career development processes, as well as to address employee relations issues in line with University guidelines and contractual agreements. Partners with the LA in the assessment of current unit non-faculty personnel and future talent needs. Makes recommendations for the movement of administrative talent and the development of Business Operations staff. Cultivates a diversity of backgrounds and perspectives in the unit. 6. Strategic Resource: Partners with the LA (and, when appropriate, with the Dean/Director/Chair) to shape the unit's administrative and operational priorities and support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals; identifies any factors that may impact the unit’s ability to successfully meet its mission and goals. Assesses level of financial and non-financial resources available for the unit to achieve its goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA. Required Education and Experience Bachelor’s degree and minimum three years of related experience including demonstrated leadership, project management and/or supervisory experience; or equivalent combination of education and related experience. Thorough working knowledge of accounting, financial reporting and analysis, preferred: fund accounting. Experience preparing budgets, forecasts and financial plans; experience integrating multiple pieces of financial information to identify themes, trends, and issues.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.

Operations Manager 1, Humanities

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